Setting up a Delegate in Outlook 2011

Best Practices for Using Delegates in Exchange

Have as few delegates as possible, preferably none. While delegates can be very helpful, they dramatically increase the probability of missed appointments, duplicated meetings, unseen invitations, and conflicting attendance responses.

Delegates are most appropriate for individuals who need an assistant to completely manage their calendars for them. If this is not your situation, remove any delegates you have assigned!

Have only one delegate at a time. We do not recommend that one person have multiple delegates. If for some reason this is necessary, agree in advance who will be the primary delegate.

One person can serve as a delegate for multiple people.

It works best for the calendar owner to allow his/her delegate to manage their calendar totally, such that s/he never responds to meeting invitations and always allows the delegate to do so on his/her behalf. The calendar owner and the delegate must therefore decide who will process all meeting requests, because the calendar owner and his/her delegate can accidentally override one another.

Both you and your delegate should be running the same version of Outlook on the same platform (either Mac or Windows). For manager/assistant relationships, it is highly recommended that the same version of operating system and mail program are used by both people (e.g., both using Windows and the same version of Outlook - preferably 2010 - or both using Macs and Outlook 2011).

Assigning Delegates

On the tool bar, click Tools.

Select Accounts...

The Accounts window will open.

Click the Advanced... button

A dialogue box will open.

Select the Delegates tab

Click the + button to add a delegate

The Select User box will open

Type in the name of the person you wish to select as your delegate and click Find.

Click on their name to select it.

Click OK

The Permissions: [their name] screen will open. Note: This is setting permissions for this person only.

Types of Permission

Privileges

Set up

Reviewer

Can see calendar details

Cannot edit or delete

Select Reviewer on the drop down menu for calendar

Author

Can see calendar details

Can edit/delete items that they've created

Cannot edit/delete items other delegates or the owner created

Select Author on the drop down menu for calendar

Editor (receives meeting related emails)

Can see calendar details

Can edit/delete all items

Receives all email invitations or responses for owner

Select Editor on the drop down menu for calendar

Check "Delegate receives copies of meeting-related messages sent to me

Editor (doesn't receive meeting related emails)

Same as Editor (above) but do not receive email invitations or responses for owner

Select Editor on the drop down menu for calendar

Uncheck "Delegate receives copies of meeting-related messages sent to me"

If you select Editor, you will be able to check the box beside ?Delegate receives meeting invites"

Check "Send permission summary"

If you want, select the "Delegate can see my private items" check box. If you choose this option your delegate will be able to see appointments or meetings your have marked as private.

My Delegates Only, But Send Me a Copy - you will receive copies of meeting invites, but just as notices, your delegates will be responsible for responding to meetings. (Default)

My Delegates and Me - both you and your delegates will receive emails regarding meetings, and both of you can respond to them. (This may get confusing, however)

My Delegates Only - you don't get copies of the meeting-related emails at all, however, you will still see the meetings on your calendar. If you pick this option, make sure you check your calendar often for new meetings.

NOTE: This only applies to delegates for whom you have assigned as a editor receiving meeting-related messages for you. It will not affect your reviewer or author delegates.

Removing Delegates

Select Tools from the Toolbar

Click Accounts...

Click Advanced...

Select the Delegates tab

Click the name of the delegate for whom you want to remove permissions, and then click the minus button